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--- finding_aids [2023/12/12 14:40]
jeremy [Transforming a spreadsheet inventory to EAD]
+++ finding_aids [2025/01/07 19:13] (current)
kay
@@ Line 39: / Line 39: @@
   * Set a **Featured image** (if appropriate)
-===== Transforming a spreadsheet inventory to EAD =====
+==== Notes and tips ====
+When encoding a finding aid that references some (any) digital content in Credo, remember to include an <altformavail type=”digital”> element in the EAD and in the UMarmot record (see examples of wording online).
+Secondly, in the UMarmot record itself, there is a field label credocontent in which you enter the word “Yes,” if more or less the entire collection is digitized, or “Selected,” if only some of the collection is digitized. Capitalization matters. [notes from Rob]
+**Adding a image to a finding aid (not UMarmot)**
+<dao href="http://scua.library.umass.edu/images/findingaids/pictureyouwanttouse.jpg" altrender="right"><daodesc><p>Description of picture</p></daodesc></dao>
+You can drop that in the approximate location you want it to appear. Usually at the top of the background note: see: http://findingaids.library.umass.edu/ead/mums312
+Send Aaron the photo you want to use and he can put it in the appropriate place to link to. At this point he is the only person who can add the images.
+===== Transforming a spreadsheet inventory to EAD using Oxygen =====
 This is process to transform an Excel or Google spreadsheet into a c02 file level EAD inventory. It was adapted from [[https://icantiemyownshoes.wordpress.com/2014/03/04/tutorial-how-to-turn-a-spreadsheet-into-the-contents-list-of-an-ead-encoded-finding-aid/|this post]] from an archivist at the Tamiment.
@@ Line 45: / Line 61: @@
 ===Before you start===
-You will need to cleanup all the data in your spreadsheet. It's best to do that in Excel/Google first. Make sure dates and folder numbers are correct, spelling errors are fixed, etc. You can have as many columns as you want, but whatever columns you want in your inventory will need to be mapped to an EAD element. Before you ingest it into Oxygen, you will have the option to not include certain columns, so you don't need to delete columns like "notes", "digitized", "file name", etc. if you want to keep the spreadsheet for more detailed information. To include the normal="XXXX/XXXX" date attribute, you will need to create an additional date column with the dates formatted that way (e.g. YYYY-MM-DD/YYYY-MM-DD, YYYY/YYYY, etc.)
+You will need to cleanup all the data in your spreadsheet. It's best to do that in Excel/Google first.
+     * Make sure dates and folder numbers are correct, spelling errors are fixed, etc. You can have as many columns as you want, but whatever columns you want in your inventory will need to be mapped to an EAD element.
+     * Title you columns //exactly// how the element appears in EAD. These are the elements available in this XSLT transformation: unittitle, unitdatenormal, unitdate, unitid, box, folder, drawer, scopecontent, extent, creator, arrangement, subject, genreform, accessrestrict.
+     * For approximate dates, you will need to insert one column titled //approximate// and then type the word 'approximate' for any date that is approximate.
+     * Before you ingest it into Oxygen, you will have the option to not include certain columns, so you don't need to delete columns like "notes", "digitized", "file name", etc. if you want to keep the spreadsheet for more detailed information.
+     * To include the normal="XXXX/XXXX" date attribute, you will need to create an additional date column with the dates formatted that way (e.g. YYYY-MM-DD/YYYY-MM-DD, YYYY/YYYY, etc.)
+     * Delete any blank columns and rows or it will introduce several blank elements.
+     * You can create separate tabs if you have multiple series for easier integration/organization. This is helpful during the copy/paste process, but not necessary.
+     * Here is a [[https://docs.google.com/spreadsheets/d/1fwcWfFG2lVcPgM0svrs56pXW7Ln3ufTojdQkhVqt_v8/edit?gid=1986408204#gid=1986408204|sample google spreadsheet]] to use as a model.
 Open Oxygen and set up the "XSLT Transformation Scenario"
@@ Line 57: / Line 82: @@
   - For //XSL URL// click on the folder icon and navigate to the //EAD// folder in spec_collections/EAD and choose xml2EAD.xsl.
   - Choose Saxon-PE 10.6 as the Transformer. Save. This should now appear in the list of options when you clock on the red transform button
+{{:xml2ead_oxygen_scenario.png?direct&400|}}
+{{:xml2ead_oxygen_scenario2.png?direct&400|}}
+{{:xml2ead_oxygen_transform.png?direct&400|}}
 ===Transform the Sheet===
   - Save your Excel spreadsheet or download your Google Spreadsheet as an .xslx
   - Open Oxygen and select File->Import/Convert MS Excel File to XML. Navigate to your file. Click Next.
+{{:xml2ead_import_excel.png?direct&400|}}
   - Make sure "First row contains field names" is selected then click on the any column headers twice that you want to exclude.
+{{:xml2ead_import_dialog.png?direct&400|}}
   - Click Import.
-  - Then click the red transformation arrow and choose the xml2ead scenario that you added earlier. Then hot Apply associated.
+  - Then click the red transformation arrow and choose the xml2ead scenario that you added earlier. Then select Apply associated.
   - Voila! Now you can copy paste into your Finding Aid!
-==== Notes and tips ====
-When encoding a finding aid that references some (any) digital content in Credo, remember to include an <altformavail type=”digital”> element in the EAD and in the UMarmot record (see examples of wording online).
-Secondly, in the UMarmot record itself, there is a field label credocontent in which you enter the word “Yes,” if more or less the entire collection is digitized, or “Selected,” if only some of the collection is digitized. Capitalization matters. [notes from Rob]
-**Adding a image to a finding aid (not UMarmot)**
-<dao href="http://scua.library.umass.edu/images/findingaids/pictureyouwanttouse.jpg" altrender="right"><daodesc><p>Description of picture</p></daodesc></dao>
-You can drop that in the approximate location you want it to appear. Usually at the top of the background note: see: http://findingaids.library.umass.edu/ead/mums312
-Send Aaron the photo you want to use and he can put it in the appropriate place to link to. At this point he is the only person who can add the images.

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